STAFF ASST (Durham, NC, US, 27710)

Duke University
 Durham, NC

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

We are seeking a Staff Assistant to support the general operations of the Institute. The position will report to the HR Manager and work closely with faculty and staff. Duties will include, but are not limited to performing responsible administrative and secretarial duties of a complex and confidential nature in support of major institute and program activities and to maintain efficiency in organizational operations.

Candidates must have strong communication and organizational skills and the ability to work independently and with others. This position is detail-oriented and requires flexibility as priorities change. Candidates with Buy@Duke, Concur, Microsoft Office experience (including Excel), excellent typing skills, and ability to multitask are strongly preferred. The ideal candidate would have an eagerness to connect with international guests affiliated with global health, and enjoy problem solving. Candidates with prior international experience or demonstrated inter-cultural experience and sensitivity are highly encouraged to apply.

Work Performed

Provide general Institute administrative support including answering telephones, general office support, meeting, event, and outreach support, greeting and assisting visitors, assistance with mailing lists, and others responsibilities as needed.

Assist with payroll functions as assigned. Initiate iForms transactions, including salary distributions, rate and schedule changes, and position management changes. Complete and track all required electronic or paper payroll forms.

Coordinate the recruiting and onboarding of new staff. Coordinate listings with staff, scheduling interviews, communicating with candidates and following up on placements.

Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.

Organize and maintain institute and program files of records, reports and correspondence required for reference and efficient operation; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.

Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.

May be assigned small projects to assist with faculty affairs, including looking up and/or finalizing references, developing figures, outline PowerPoint presentations based on notes, and drafting invitation letters or other informational documents for events.

Schedule and coordinate arrangements for seminars and conferences; establish appointments, meetings and speaking engagements for supervisor; attend meetings to take minutes; provide information and serve as a resource person; interview callers; answer questions concerning institute and program activities and transmit instructions and/or information to and from staff members.

Provide administrative support to the Institute and their guests, which may include coordinating travel arrangements, event coordination, arranging meeting schedules, updating outlook calendar entries, and completing associated procurement card and reimbursement paperwork for assigned faculty.

May be asked to provide back-up support for Staff Assistants, as needed.

Develop and implement appropriate information systems in support of program activities and provide adequate reference of data, documentation of procedures and processes and evaluation of program results.

Coordinate office functions to include but not limited to supplies, staff Meetings, monthly staff gatherings, special events including annual volunteer events, staff retreat, and other functions.

Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations. Oversee maintenance requests for building and key control administrator, housekeeping, and copier issues.

Organize interoffice moves, including furniture allocation, telephone setup, phone number reassignment, making of door name tags, and submitting request for surplus to be picked up.

Serve as liaison with appropriate personnel, University Departments and outside sources to obtain and provide pertinent information and to answer inquiries concerning program activities.

Required Qualifications

Education/Training:

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Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

A bachelor’s degree is preferred.

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Experience:

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Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

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